Assistant to the Chair, Management Department

Apply now Job no: 495364
Work type: Staff Full-Time
Location: Denver, CO
Categories: Business Operations / Services, Admin / Executive / Office Support

The University is located in Denver, Colorado, a city known for its dynamic blend of business, innovation and world-class recreation. Denver is consistently ranked by Forbes and Kiplingers Magazine as one of the top cities for young professionals and recent college graduates. The University of Denver is a private institution founded in 1864. It serves a population of more than 5,200 undergraduate and 6,200 graduate students as a research-intensive institution. The beautiful campus is located approximately seven miles from downtown with easy access to public transportation.

With a long tradition of excellence and innovation, the Daniels College of Business prepares students to succeed in a dynamic, changing world. We are a high-achieving community of students, staff and faculty that inspires one another to think in new ways, perform at higher levels, and transform organizations and communities. Daniels is ranked among the top business schools and is the only business school in Colorado to receive rankings and recognition from BusinessWeek, the Financial Times, U.S. News & World Report and Forbes. The Daniels College of Business (DCB) offers a variety of baccalaureate, graduate, PhD and certificate programs which are detailed at https://daniels.du.edu/

Position Summary

The Daniels College of Business seeks an experienced administrative assistant to serve as the Assistant to the Chair in the Management Department. This position will perform varied advanced office management and administrative work unique to the Management Department requiring initiative and independent judgment. The qualified candidate will be responsible for general office management and reception, monitoring departmental budgets, assisting faculty and students with course needs and bureaucratic challenges, and managing departmental processes including tenure reviews, hiring procedures, scheduling lectures, requesting classrooms and meeting rooms, processing reimbursements, etc. The qualified candidate will have contact with higher level administrative offices requiring use of business vocabulary, tact, discretion, and judgment. This is a full-time, benefited position.

Essential Functions

The Assistant to the Chair works independently under general direction and handles problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies, and practices. Must provide excellent service to students, faculty, and staff from diverse backgrounds, including but not limited to those from historically underrepresented and/or marginalized communities, and promote the values and practices of inclusive excellence, especially with regard to issues of gender, sexuality, and other intersecting identities. Duties are generally:

Office Management, Administrative, Customer Experience: 

  • Provide reception and assistance to Chair.
  • Manage office area including interface with visitors, students, faculty, and the public.
  • Keep the office area professional, neat, clean, organized and running smoothly on a daily basis including the copier/printer areas.
  • Organize and maintain physical and electronic files by business function, curriculum and faculty member.
  • Manage and update department calendar in Outlook.
  • Coordinate and plan faculty meetings and events including sending Outlook invitations for such activities to the appropriate audience.
  • Order and receive office and kitchen supplies, ensuring department is neither out-of-stock nor overstocked. Fulfilling specific office supply and kitchen needs for all department faculty. Keep all supplies organized daily. Work cooperatively with other departments office assistant to efficiently run kitchen.
  • Request parking passes as needed for guests and events.
  • Request IT support as needed, following issue through resolution.
  • Supervise graduate assistants, managing work reports by faculty and by student, keeping track of student work hours weekly and cumulatively.
  • Recruit and manage small number of student work study assistants, monitoring their work hours and approving their time sheets.
  • Provide administrative support to degree programs including ordering books. Review, update and proof course schedules. Update course catalog.
  • Be present in the department during business hours: M-F 8:00 a.m. to 4:30 p.m. Lunch taken for 1 hour between 12-2.
  • Manage email and mail including responding to inquiries.

Budget/Financials: 

  • Responsible for monitoring and reconciling departmental operating budgets, gift funds and designated funds.
  • Process all invoices, requisitions, purchase orders and expense reports in a timely manner and according to University policy.
  • Report budget progress and variances to the department chair regularly.
  • Monitor and update department gift records and original advancement documents.
  • Support the scholarship award process including interaction with other faculty and staff to ensure the process is completed in a timely and accurate manner.
  • Monitor fund accounts and highlight discrepancies to Chair.
  • Prepare personnel and payroll forms for staff and faculty, accurately and on time.

Knowledge, Skills, and Abilities

  • Thorough knowledge and understanding of business English, ability to communicate with confidence and poise, and ability to handle complaints professionally.
  • Ability to perform basic arithmetic. Ability to independently exercise sound judgment, tact, and diplomacy; strong problem solving skills; organization and prioritization of tasks that are assigned. Ability to comprehend and follow complicated written and oral instructions.
  • Strong organizational skills.
  • Intermediate knowledge of MS Word, Excel, PowerPoint, Outlook, as well as Canvas LMS, and SCT Banner. Type 40-50 wpm.
  • Knowledge of standard office equipment.
  • Excellent ability to prioritize. Strong interpersonal skills: tact, discretion, and professionalism are required. Strong ability to work cooperatively with students, faculty, staff and the public.
  • Self-starter, able to work independently or work well with others as part of a team.

Required Qualifications

  • High School Diploma
  • 2 years work experience in office support role

Preferred Qualifications

  • Bachelors Degree
  • Outstanding business, professional, and/or academic/technical writing skills preferred. Knowledge of University policies and procedures.

Work Schedule
Monday - Friday, 8:00 a.m. - 4:30 p.m.

Application Deadline
For best consideration, please submit your application materials by 4:00 p.m. (MST) August 11, 2022. Applications will be reviewed until the position is filled.

Special Instructions
Candidates must apply online through jobs.du.edu to be considered. Only applications submitted online will be accepted.

Salary Grade Number:
The salary grade for the position is 6.

Hourly Range:
The hourly range for the position is $20.00-$23.00.

Benefits:
The University of Denver offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO pass. The University of Denver is a private institution that empowers students who want to make a difference. Learn more about the University of Denver.

Please include the following documents with your application:
1. Resume
2. Cover Letter

The University of Denver is an equal opportunity employer. The University of Denver prohibits discrimination on the basis of race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, veterans status, and any other class of individuals protected from discrimination under federal, state, or local law, regulation, or ordinance in any of the university's educational programs and activities, and in the employment (including application for employment) and admissions (including application for admission) context, as required by Title IX of the Education Amendments of 1972; Title III of the Americans with Disabilities Act of 1990, as amended in 2008; Section 504 of the Rehabilitation Act of 1973; Title VI and VII of the Civil Rights Act of 1964; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For the university's complete Non-Discrimination Statement, please see non‑discrimination‑statement.

All offers of employment are contingent upon satisfactory completion of a criminal history background check.

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